NHS North of England Commissioning Support Unit (Hosted by NHS England)

EBIcheck+ Module

EBIcheck+ is a web based system that provides an instant funding decision on whether a patient meets the relevant policy criteria and therefore can be granted prior funding approval for procedures covered in both the local Value Based Commissioning Policy and also for any national Evidence Based Interventions.

Features

• Consistent Policy applied for all system users in a locality
• Simple and Easy to use system
• Web based - accessible to both Primary and Secondary Care
• Different levels of access available to different user groups
• Key data reporting functionality to allow system monitoring
• Fully hosted with no software installation requirements: quick to implement
• Minimal training required due to simplicity of system usability
• Allows patient level reconciliation to take place with Acute Providers
• Developed by the NHS, for the NHS with practicing clinicians

Benefits

• Ensures policy compliance, reducing the risk of harm to patients
• Patients only proceed for elective procedures where benefits outweigh risk
• Flexibility to host multiple policies, across large geographic regions
• Reduces the number of inappropriate elective procedures, releasing capacity
• Supports financial savings to the local health economy
• Ensures procedures considered through right process (IFR v Prior Approval)
• Contributes to provider cost improvement programmes (through reducing targeted activity)
• Supports the reduction of inappropriate Individual Funding Requests
• Instant decisions for Prior Approval - no delays
• Reduction in patients referred to secondary care for outpatient appointments

£5,000 a licence

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at necsu.busdev@nhs.net. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

496075115096836

Contact

Business Development
0191 3751789
necsu.busdev@nhs.net

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Check+ IFRcheck+ module
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements:
  • Connection required via Health and Social Care Network (formally N3-network)
  • Modern web browser

User support

• Email or online ticketing support: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Onsite support
• Support levels: During the implementation period, intense support levels will be provided to the customer. ; ; Following go-live, a high level of maintenance and support will be provided (along with a wrap around programme support where applicable) on an ongoing basis, to the customers requirement.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: NECS will meet with the Customer(s) to discuss and agree the required support levels needed to start using the system. During implementation, NECS will provide both face to face and virtual training, as agreed with the customer dependent upon their requirements, and delivered to all relvant stakeholders.; ; We will also provide a training video and user guides (for both primary and secondary care).; ; Initial system-wide engagement will be a key focus.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats:
  • Microsoft Word (Where appropriate, and requested)
  • Excel documents may be provided during mobilisation
• End-of-contract data extraction: NECS will download and provide the customer with their relevant data held within the system.
• End-of-contract process: Upon contract expiry or termination, the customer will be provided with a copy of all relevant information / data currently held within the system at that time.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The EBIcheck+ module is accessed via a web browser. The system has been designed to be quick and easy to use.
• Accessibility standards: None or don’t know
• Description of accessibility: Non-text content is supported through the inclusion of text based values to ensure the information is accessible.
• Accessibility testing: We have not undertaken any interface testing with users of assistive technology.
• API: No
• Customisation available: Yes
• Description of customisation: Customers can input their own CCGs, Practices and Providers as well as their own local Value Based Commissioning and Evidence Based Interventions Policies

Scaling

• Independence of resources: The application has been load tested with positive results, providing the assurance that thousands of users can access the system and generate tickets at the same time.

Analytics

• Service usage metrics: Yes
• Metrics types: Service usage statistics (including login audit, login attempts); ; Information around Prior Approval tickets
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Depending upon access level user will have the opportunity to download summary reports of successful/unsuccessful tickets.; ; The user/customer are also able to download the Prior Approval tickets at individual ticket level. If a bulk download of all tickets is requested (though unlikely), this can be provided by NECS
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF (individual user level)
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: 99% assured, excluding planned downtime for maintenance.
• Approach to resilience: Our datacentre is set up to be resilient through two data centres with fail over, which is transparent for the end users. This is thoroughly tested within the test environment to ensure minimal disruption to customers.
• Outage reporting: Any outages will be reported via email correspondence to designated customer leads.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Once a user has been provided with the VBC Checker system link, they must then register for an account. The system will only allow NHS compliant email addresses and requires the user to set up a password with strict minimum requirements.; ; Once the user has registered, they will then receive an email to the above, designated NHS email address. The user must then click on the link to verify the account. Once fully registered and verified, the individual must then be granted permissions by a senior access role in order to access their own organisation within the system.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Username or password
  • Other
• Description of management access authentication: Once a user has been provided with the VBC Checker system link, they must then register for an account. The system will only allow NHS compliant email addresses and requires the user to set up a password with strict minimum requirements.; Once the user has registered, they will then receive an email to the above, designated NHS email address. The user must then click on the link to verify the account. Once fully registered and verified, the individual must then be granted permissions by a senior role in order to access their organisation within the system.

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 26/04/22
• What the ISO/IEC 27001 doesn’t cover: 14.1.3 Protecting Application services transactions; 14.2.1 Secure development policy; 14.2.5 Secure development environment; 14.2.6 Outsourced development
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications: Data Protection and Security Toolkit

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Security governance approach includes: • Data Protection and Security Toolkit Compliance • Cyber Essentials Plus – NECS will continue to seek further accreditation to gain compliance against the Cyber Essentials Plus scheme. • ISEM (Information Assurance for Small & Medium sized Enterprises) - The IASME standard, based on ISO27001, has developed to create a cyber security standard recognised by the UK Government. • ISO27001 – NECS is aligned with the ISO27001 internationally recognised, gold standard, and Information Security standards.
• Information security policies and processes: There is a dedicated IT Security and Compliance team with security leads based within wider ICT teams. The ICT Security and Compliance Manager leads this team and reports into the Head of Infrastructure who reports to the Business Information Services Director. NECS’ develop Information Security Management Plans which are developed using the valuable practice based experience. The key strategic information security principles that underpin information security management at NECS are considered in any service provided by NECS. NECS adhere to NHS England Policies and all NECS procedures are based on ITIL good practice.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: There is an ITIL based Change Advisory Board (CAB) that manages the processes in accordance with the NECS Procedures.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The system is regularly penetration tested for vulnerabilities in coding and security. It is fully protected by Microsoft Update Service.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: The infrastructure is monitored by the supplier with active port monitoring alerts in place. Incidents are dealt with in line with the NECS ITIL Incident, Request Fulfilment and Problem Management Procedure. ; ; Standard response times are below: Priority Level 1 (Major Incident) KPI - 95% resolution within 4 hours Priority Level 2 KPI - 90% resolution within 8 hours Priority Level 3 KPI - 80% within 3 working days Priority Level 4 KPI - 95% resolution within 5 working days Priority Level 5 KPI - 95% resolution within 30 working days
• Incident management type: Supplier-defined controls
• Incident management approach: The management of Incidents follows the standards set out by ITIL and defined in our own Incident and Problem Management Policy. Users report incidents via the Service Desk either via Telephone. Each incident is given a unique reference number and a priority which defines the length of time allowed to resolve the incident. Incidents are analysed to look for common trends by reviewing the types of incidents logged and trying to identify root causes. We report each month to our customers on the number of Incidents logged and our performance in terms of meeting the fix time.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Health and Social Care Network (HSCN)

Social Value

• Fighting climate change:

  Fighting climate change

  NECS is committed to fighting climate change and has set up a Corporate Social Responsibility Group, chaired by our Organisational Development and Corporate Services Director to develop and track progress. This group and each initiative are supported by several recycling champions located across NECS estates; whose core objective is to raise awareness of the benefits of combating climate change amongst employees and encouraging participation in any initiatives.; ; We have rolled out innovative technologies that enable remote working such as Microsoft Teams, which combined with our new ways of working framework has led to a reduction in our energy consumption. We have also committed to removing all single use plastics across all our estates and no longer procure any product of this nature. To further reduce our impact, we have also committed to removing all bottled water facilities where an alternative fresh drinking water source is available.; ; The carbon emission reduction achieved by these schemes in 2019-20 equated to 865 tCO2e, a 38% reduction against the 2017-18 baseline. 2020-21 is likely to be an anomaly year due to the COVID-19 pandemic and national restrictions. To continue our progress to achieve Net Zero, we are adopting carbon reduction targets. We project that carbon emissions will decrease to 1073 tCO2e by 2025. This is a reduction of 54%.; ; All of these implemented measures will be in effect when performing any call-off contract.
• Covid-19 recovery:

  Covid-19 recovery

  As an organisation that is firmly embedded in the NHS, NECS directly supported NHS England and multiple Clinical Commissioning Groups and Foundation Trusts to manage and recover from the impacts of COVID-19. Often working at pace to challenging deadlines, NECS pro-actively managed available resources and internal capacity to ensure that our customers had access to the support they required to reduce the demand on health and social care services. Due to the restrictions that were in place during the pandemic, our employees swiftly embraced new and innovative ways of working to meet demands. ; ; NECS has worked in partnership with our trade union colleagues to produce a new ways of working framework to effectively manage our workforce whilst taking into consideration the implications of COVID-19. The framework sets out NECS’ core principles underpinning our ways of working which are significantly less office centric and aim to provide a better work-life balance for our employees and accelerate our carbon foot reduction. ; ; Lastly, to support sustainable travel, NECS has implemented a 'Cycle to Work' scheme. This allows NECS staff to loan bicycles and cycling safety equipment, as a tax-free benefit, as part of the Government’s initiative to promote healthier journeys to work and reduce environmental pollution.; All of these initiatives and policies will be in effect during delivery of any call-off agreement, and we would be happy to share best practice with suppliers and customers where possible.
• Tackling economic inequality:

  Tackling economic inequality

  NECS has a clear social purpose to create jobs and generate wealth for our communities. In response to COVID-19 we developed our NECS100 programme, providing employment and training opportunities to the communities we serve and particularly for those who reside in deprived areas. The programme has seen the recruitment of one-hundred apprentices and graduates into our organisation. Each of the new recruits engaged in a tailored development programme designed to help them integrate into the organisation, develop lifelong skills, and obtain recognised qualifications. ; ; Our aim is to continue to provide employment and training opportunities to the communities we serve. The third cohort of the programme is just about to commence, which will see an additional sixty-four apprentices and graduates join our organisation. ; ; To create opportunities for entrepreneurship and help new, small organisations grow, we are working closely with NHS England to support their Clinical Entrepreneur Programme. The programme aims to provide the commercial skills, knowledge and experience needed to successfully develop and disseminate innovative solutions to the challenges facing the NHS for the benefit of patients, staff and the wider NHS. More than 500 individuals including doctors, dentists, healthcare scientists, nurses and midwives, allied health professionals and pharmacists, have joined the programme since it launched in 2016. Through the programme, NECS will offer expert mentoring and bespoke training to help entrepreneurs develop innovative ideas into products and businesses.; ; Where possible, NECS will look to develop the skills of its employees and those within the NECS100 programme through the delivery of any call-off agreement.
• Equal opportunity:

  Equal opportunity

  NECS is committed to addressing inequalities in our organisation and to that end we have been reporting against the Workforce Race Equality Standard (WRES) since 2016, striving to make improvements year on year. We are now able to report effectively on every WRES indicator, giving us a much clearer view of the challenges we face in relation to the WRES and in creating a fairer, more inclusive workplace.; ; NECS is a disability confident employer and has taken measures to ensure that any opportunity for discrimination during the recruitment process is minimised. Personal information is removed from application forms prior to short listing and is used for monitoring purposes only. NECS ensure that objective selection criteria are used, the decision-making process is recorded, and it can be demonstrated that appointments are made on merit. We also utilise NHS Agenda for Change payrates, ensuring equal pay across the organisation.; ; To tackle inequality in training and development we refreshed our Talent Management Programme in 2020. The development included providing NECS employees with the opportunity to undertake stretch assignments to enhance core competencies and wider learning opportunities. Further to this and in addition to progressing our current mentoring offer by training and recruiting more mentors to the programme, a ‘reverse mentoring’ programme has been developed, providing opportunities to colleagues from under-represented groups to have a reciprocal mentoring relationship with senior level colleagues to share learning and enhance employment opportunities.; ; All of these initiatives and policies will be in effect during delivery of any call-off agreement, and we would be happy to share best practice with suppliers and customers where possible.
• Wellbeing:

  Wellbeing

  NECS recognises that good mental health and wellbeing are associated with improved outcomes for employees including longevity, physical health, and productivity and we are committed to implementing measures which encourage and promote a healthy workforce. ; ; NECS has a dedicated Health and Wellbeing Group that ensures that NECS has an integrated approach to the management of health and wellbeing, therefore, maintaining and improving the health and wellbeing of staff within the organisation. The aim of the group is to provide a framework for NECS to take a proactive and engaging approach to enhancing the health and wellbeing of our employees.; ; The group is supported by several health and wellbeing champions, who play a key role in supporting and developing a culture that contributes not only to improve the physical and mental health and wellbeing of their colleagues but also themselves. ; ; As part of our strategy to safeguard and support staff with mental health concerns, NECS has a number of employees trained as mental Health First Aiders (MHFA's), who provide responsive assistance to employees and managers in need of help and direction. Whilst MHFA's are not clinically trained in counselling, diagnosing, or treating mental health, they are able to spot the early signs of a mental health problem and signpost and direct to the appropriate and relevant intervention and support agencies.; ; All of these initiatives and policies will be in effect during delivery of any call-off agreement, and we would be happy to share best practice with suppliers and customers where possible.

Pricing

• Price: £5,000 a licence
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at necsu.busdev@nhs.net. Tell them what format you need. It will help if you say what assistive technology you use.